Parish Administrative Manual Diocese of Bridgeport March 2021 4 TABLE OF CONTENTS I INTRODUCTION AND PURPOSE OF THE MANUAL………………………. 8 1. Calendar 2. Overview 3. Distribution 4. Parish Community II OFFICE OF THE BISHOP……………………………………………………………... 11 1. Overview 2. Calendar Requests for Bishop 2.1 Liturgical Celebrations 2.2 Non-Liturgical Events 3. Pastoral Year Calendar 4. Confirmation 4.1 Process III OFFICE OF THE CHANCELLOR…………………………………………………….. 14 1. Overview 2. Mass Census 3. Annual Statistical Summary 4. Official Catholic Directory 4.1 Tax-exempt Status 4.2 Public Charity Organizations IV SAFE ENVIRONMENT PROCESS………………………………………………….. 17 1. Overview 2. Reporting Suspected Abuse of a Minor or Vulnerable Adult 3. VIRTUS® Database 4. VIRTUS® Training and Requirements V EMPLOYMENT AND PERSONNEL PROCESSES……………………………. 20 1. Overview 2. Personnel Action Form Parish Employment Parish Administrative Manual Diocese of Bridgeport Issued March 2021 The entire contents of this Parish Administrative Manual © 2021 The Bridgeport Roman Catholic Diocesan Corporation. All rights reserved. 5 VI PARISH GOVERNANCE AND LEGAL ADMINISTRATION……………… 22 1. Overview 2. Religious Corporations 2.1 By-laws of the Corporation 2.2 Corporation Paperwork and Annual Meetings 3. Consultative Councils 3.1 Trustees 3.2 Finance Council 3.3 Pastoral Council 4. Leases 4.1 Lease Consent 4.2 Holy See Approval Process 5. Records 5.1 ParishSOFT 5.2 Sacramental Records 5.3 Parish Records 6. Tribunal VII FINANCE AND BUDGETING……………………………………………………… 31 1. Overview 2. Summary of Financial Accountability and Transparency 3. Reporting Timelines VIII FACILITIES AND OPERATIONS…………………………………………………… 33 1. Overview 2. Catholic Mutual Coverage Program and Assessment 3. Renovation of Sacred Space, Capital Improvements and Repairs 3.1 Diocesan Building and Sacred Arts Commission 3.2 Approval Process 4. Parish Patrimony, Artifacts and Archives 4.1 Transfer and Archiving IX COMMUNICATIONS……………………………………………………………………. 38 1. Overview 2. Media Inquiries 3. Requesting a Photographer 3.1 Photo Permissions 4. Social Media Postings 5. Parish Requests for Posting on Diocesan Website 6. Fairfield County Catholic Requests Parish Administrative Manual Diocese of Bridgeport Issued March 2021 The entire contents of this Parish Administrative Manual © 2021 The Bridgeport Roman Catholic Diocesan Corporation. All rights reserved. 6 7. Diocesan Marketing, Graphics and Printing X TECHNOLOGY SERVICES…………………………………………………………… 42 1. Overview 2. Cybersecurity 3. Microsoft Office 365 Platform 4. Chancery Announcements and Documents 4.1 Process Overview 4.2 Setting Up Your Browser 5. Required Use of a Diocesan Email 6. Migration to the Diocesan Office 365 Platform 7. Assistance XI DEVELOPMENT………………………………………………………………………….. 48 1. Overview 2. Annual Catholic Appeal 2.1 Timeline 2.2 Process 3. Parish Capital Campaign 4. Recordkeeping Parish Administrative Manual Diocese of Bridgeport Issued March 2021 The entire contents of this Parish Administrative Manual © 2021 The Bridgeport Roman Catholic Diocesan Corporation. All rights reserved. 7 APPENDICES ……………………………………………………………………………... 52 A Section 2 - Calendar Request Form (template) B Section 2 - Confirmation Request Form (template) C Section 3 -Data Collection – Mass Census, Annual Statistics (forms) D Section 4 - Reporting Suspected Abuse Notification (instruction) E Section 5 - Personnel Action Form Parish Employment (form) F Section 6 – Annual Corporation Paperwork (templates) G Section 6 - Parish Councils (decree and guidelines) H Section 8 - Catholic Mutual Coverage Program Assessment (coverage and reference guide and checklists) I Section 9 - Parish Photo Release Form (template) J Section 9 – Social Medial Tips K Section 10 - User Guide Electronic Filing (procedure) Note: Currently, there is no supporting information in the Appendices for Section 1, Section 7 and Section 11. OTHER MANUALS AND HANDBOOKS (Reference)…………………….. online A Safe Environment Handbook (external posting) https://www.bridgeportDiocese.org/safe-environments/safe- environments-handbook/ B Employee Handbook (internal posting) https://diobpt.sharepoint.com/Sites/dob-online-manual C Parish Finance Manual (external posting) https://www.bridgeportdiocese.org/finance-services/parish-finance- manual/ Parish Administrative Manual Diocese of Bridgeport Issued March 2021 The entire contents of this Parish Administrative Manual © 2021 The Bridgeport Roman Catholic Diocesan Corporation. All rights reserved. 8 I INTRODUCTION AND PURPOSE OF THE MANUAL 1. Calendar Month Key Item January 15th Annual statistics due 31st – All Annual Meetings conducted ACA training at parishes February Calendar request form distributed March Pastor Meeting Perform Mass Counts – Phase 1 (2 weekends) April ACA report distributed to parishioners (last 2 weekends) May Meeting of the Presbyterate June 1st – Finance Parish annual operating budget Schedule of all parish bank/investment accounts, authorized signors List of all investment managers Property and equipment inventory schedule July August September Pastor Meeting October Meeting of the Presbyterate Perform Mass Counts – Phase 2 (2 weekends) 15th – Review of VIRTUS® database completed St. Augustine Medal Ceremony November December 1st ACA goals distributed 15th – ACA comments back to DOB aAccountability Sunday – date determined annually by the Bishop Annually – Catholic Mutual Assessment (rotating schedule) Quarterly (minimally) – Parish Council, Finance Council; publish quarterly financial reports Fairfield County Catholic – 10 times per year – publication date varies Calendar entries are also on Sharepoint https://diobpt.sharepoint.com/SitePages/Home.aspx Parish Administrative Manual Diocese of Bridgeport Issued March 2021 The entire contents of this Parish Administrative Manual © 2021 The Bridgeport Roman Catholic Diocesan Corporation. All rights reserved. 9 2. Overview This Parish Administrative Manual (Manual) is issued by the Office of the Bishop in the Diocese of Bridgeport. The purpose of the Manual is to provide parishes with direction and support on several topics including Safe Environment Program, Sacramental Records, Employee and Personnel processes, Parish Governance and Legal Administration, Communications, Technology Services and Development. Also included in the Parish Administration Manual are references and key processes from “The Parish Finance Manual” (January 2021), Safe Environment Handbook (November 2020) and “The Employee Handbook” (September 2018). The Priest Personnel Manual (August 2019) is a stand-alone document. This Manual serves as a baseline for administrative processes at the parish which are mandated by the Diocese. Although flexible in nature, each parish is expected to comply with processes outlined in the contents of this document. The Diocese of Bridgeport is committed to provide parishes and their staffs with necessary standards to enhance administrative processes, governance, recordkeeping and stewardship. As this important work is clarified and augmented, the ability and scope in doing the Lord’s work in our parishes and communities is improved. 3. Distribution A copy of this Manual will be available electronically to all Parish Clergy, Office Manager, the parish Business Manager/Accountant/ Bookkeeper, and all members of each Parish Council. This Manual and supporting documents are posted externally at the Diocese of Bridgeport website and internally on Sharepoint in the “Office of the Bishop” electronic file room under foundational documents. Members of the Finance Council and Parish Councils will also receive an e-mail notifying them of the document. An email communication related to the certain Manual updates will be issued. These will be posted on the websites noted above. Parish Administrative Manual Diocese of Bridgeport Issued March 2021 The entire contents of this Parish Administrative Manual © 2021 The Bridgeport Roman Catholic Diocesan Corporation. All rights reserved. 10 4. Parish Community As defined by Canon law, a parish is “a certain community of Christ’s faithful stably established within a particular Church [Diocese], whose Pastoral care, under the authority of the diocesan Bishop, is entrusted to a parish Priest as its proper Pastor” (CIC, 515). A parish is the community where the faith life of each member is nourished. It is a family where, under the leadership of the Pastor, each member contributes to the success of the whole, of the building up of the Kingdom of God in the local community, as part of the Universal Church. In addition to being an ecclesial body, each parish is also incorporated under the laws of the State of Connecticut. The Bishop is the President of each parish corporation, while the Vicar General is the Vice President. The Pastor serves as Secretary. Each parish comprises the following: Parishioners: Lay members of the parish. They partake of the Sacraments and are encouraged to play an active role in the parish mission, volunteering in many capacities. They are relied upon to financially support the parish as their means permit. Parish Clergy: The head of the parish is the Pastor or, in some cases, the Parochial Administrator, appointed by the Bishop. He is the spiritual and administrative leader of the parish. Additional clergy assigned to a parish may include Parochial Vicars, Resident Priests, and Deacons, who assist the Pastor in fulfilling the Church’s mission. Religious: Women (Sisters) and Men (Priests and Brothers) may work in the parish and assist in the